EVENT MANAGEMENT TOOLS

The following event management tools will assist you whether you are planning an event on your own, or you are working with our office. We hope these documents will serve as a guide for the planning process at USC.

Event Permits (permit application: click here)
The Office of Fire Safety and Emergency Planning has created an online Event Permit. Whether you are working with the Office of Cultural Relations and Events or planning the event on your own, your first step should be to fill out this permit. Once the permit is submitted, it is copied to all the major offices on campus including Fire Safety, Department of Public Safety, Trojan Transportation and Facilities Management Services. These organizations will then call to follow up on any needs you might have regarding the event.

Pre-Event Check List (download: Word | PDF)
During the first consultation, the assigned event manager will go through the pre-event check list. This document was created to prompt discussion of important details during the planning process. From the pre-event check list, a Responsibility Memo is created. This memo indicates the details discussed during the first planning meeting and sets expectations from our office and the client’s office.

After the first consultation, along with the responsibility memo and timeline, the event manager will provide a budget estimate for the event. As a client, you will be asked to review and sign it.

Event Check List (download: Word | PDF)
This check list serves as a final check-off, two days prior to the event. At this point, all of these details should be in place. This document serves as a final check-off for the event planner.

Responsibility Memo (download: Word | PDF)
After the first consultation, the assigned event manager will put together
a responsibility memo. The responsibility memo is used to solidify what
was discussed and which party will be responsible for what aspects of the event. It is a working document and can be adjusted as the event planning progresses.

Timeline (download: Word | PDF)
After the first consultation, the assigned event manager will also put together a timeline. Often the production and program elements are combined into one timeline. The timeline should include contact information for all vendors. Make extra copies of the timeline to bring to each event to provide to your vendors.

Table Setting Etiquette (Formal Dinner Setting | Casual Dinner Setting)
Setting a table for a formal dinner is always challenging. At the Office of Cultural Relations and Events, we have a set standard that we use for each event. The formality of the setting will change based on the time of day, but most often, the above settings are what is used.

Event Planning Contacts
Below are important event planning contacts for the University Park Campus.